Privacy Policy - Bromley Man And Van

This Privacy Policy explains how Bromley Man And Van collects, uses, stores, shares, and protects personal data relating to our customers, prospective customers, and other individuals who interact with us. It applies to all Bromley Man And Van customers in the area, including anyone who requests a quotation, makes a booking, receives a moving service, or communicates with us in connection with our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to respect your privacy and to collect only the information necessary for the delivery, administration, and improvement of our services.

1. What Data We Collect

We may collect and process different types of personal data depending on the nature of your interaction with us. This may include:

Identity information such as your name, and where relevant, the names of people authorised to act on your behalf.
Contact details such as address, phone number, and email address.
Service information such as pickup and delivery addresses, property access details, inventory lists, move size, and preferred service dates.
Payment and billing information where needed to process transactions, invoices, deposits, refunds, or account records.
Communication records including emails, call notes, text messages, quotation requests, complaints, and other correspondence.
Technical data such as basic website or device usage data if you interact with digital services, including IP address and browser details, where collected.
Special category data only if you voluntarily provide information that may reveal health-related or accessibility needs connected to your move.

We do not seek to collect unnecessary sensitive information. If you provide special category data, we will only use it where required to support safe and suitable service delivery and where a valid legal basis exists.

2. How We Use Your Data

We use personal data for a range of business purposes connected with our moving and transport services. These include:

providing quotations and assessing service requirements;
managing bookings, scheduling, and job completion;
communicating with you before, during, and after a move;
processing payments, issuing invoices, and managing refunds where applicable;
recording service history and maintaining administrative records;
handling complaints, disputes, or insurance-related matters;
meeting legal, tax, accounting, and regulatory obligations;
protecting against fraud, misuse, and security incidents;
improving our services, operations, planning, and customer experience.

We will not use your personal data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so and, where required, we have informed you about the change.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, we may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging a move, delivering the service, taking payment, and communicating essential operational information.

Legal Obligation

We may process personal data where required to comply with legal duties, including accounting, taxation, insurance, record-keeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving services, preventing fraud, protecting property, and maintaining secure business operations.

Consent

In limited circumstances, we may rely on your consent, for example where it is appropriate to process optional information or communicate in a way that is not otherwise necessary for the service. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare situations, we may process information where necessary to protect someone’s vital interests, such as in an emergency connected with a service visit or access issue.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for our business operations or to provide services to you. Such third parties act either as independent controllers or as data processors acting on our instructions.

Examples of processors and service providers may include:

payment processors that handle card or online payments;
accounting or invoicing providers;
IT and cloud storage providers;
customer communication platforms;
insurance providers or claims handlers where relevant;
professional advisers such as legal or accounting advisers;
regulatory bodies, law enforcement, or public authorities where required by law.

We require processors to use personal data only for the purposes we specify, to maintain appropriate security, and to comply with applicable data protection laws. We do not sell your personal data.

Where data is shared with third parties outside the UK, we will take appropriate safeguards to protect your information, such as approved transfer mechanisms and contractual protections.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to satisfy any legal, accounting, insurance, or reporting requirements. Retention periods may vary depending on the type of record and the purpose for which it is held.

In general:

quotation and booking records are kept for a reasonable period to manage enquiries, disputes, and service history;
invoicing, payment, and tax records are retained in line with statutory obligations;
complaints, claims, and incident records may be retained longer where needed to resolve issues or defend legal claims;
communication records are kept only as long as necessary for administration and evidence of instructions.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

6. Your Rights

As a data subject under the UK GDPR, you have important rights in relation to your personal data. These rights may be subject to conditions or exemptions depending on the circumstances.

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete information.
Right to erasure – in certain cases, you may request deletion of your personal data.
Right to restriction – you may request limited use of your data in specific situations.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to data portability – you may request transfer of certain data in a structured, commonly used format.
Right to withdraw consent – where consent is the basis for processing, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached. However, we encourage you to raise any concerns with us first so we can try to resolve them promptly.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party processors.

While no system can be guaranteed to be completely secure, we regularly review our practices to reduce risks and to respond appropriately to potential incidents.

8. Children’s Data

Our services are not directed at children. We do not knowingly collect personal data from children except where it is incidental to a service request made by an adult customer or where necessary for a legitimate service-related reason. If we become aware that we have collected data from a child without appropriate authority, we will take suitable steps to delete or protect it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any revised version will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how we handle personal data.

10. Summary of Our Commitment

Bromley Man And Van is committed to processing personal data responsibly, transparently, and securely. We only collect information that is relevant to providing our services, we rely on clear lawful bases, we keep data only for as long as necessary, and we respect the rights of all individuals whose data we process. Your privacy matters to us, and we aim to ensure that personal information is handled with care at every stage of our work.